How process orchestration can help HR teams support agile, efficient and compliant hybrid working
In less than half a decade, hybrid working has gone from being the exception to the norm for many workers. According to one EU study, 44% of all roles across Europe are now hybrid, while the figure rises to more than 70% of roles in countries such as the Netherlands and Finland.
On the surface, this should be a win-win situation: employees enjoy a better work-life balance, while companies can unlock savings on office space, offer greater flexibility to help attract and retain talent, and recruit from a wider geographic talent pool. And research from the International Workplace Group shows that 74% of hybrid workers are more productive than when based solely in the office.
74% of hybrid workers are more productive than when based solely in the office.*
*Source: International Workplace Group (IWG)
But the trend creates challenges for HR, too. How can you ensure smooth employee onboarding when new hires rarely meet their colleagues in person to support them? How can you standardize HR processes so that remote professionals follow the same procedures while ensuring data security? And how do you maintain a strong company culture and team building when teams are spread across multiple locations?
Inevitably, when employees split their time between remote locations and the office there are fewer opportunities for face-to-face interactions and informal group collaboration. As a result, employees can become less engaged with work and wider corporate objectives, purpose and culture, while managing key HR workflows becomes more complicated and challenging
How can HR process orchestration solve hybrid work challenges?
Process orchestration can help HR departments to ease some of these headaches. A relatively new concept, process orchestration is an extension of automation, executed on a more ambitious scale. Essentially, process orchestration coordinates and connects systems and data, enabling HR managers to create structured, automated cross-functional HR workflows that improve efficiency, compliance, and employee experience.
Here are three strategies based on process orchestration to support hybrid work solutions:
1. Standardise HR processes to reduce inefficiencies and risk
Embracing process orchestration helps to keep HR professionals working from the same page, following clearly defined, standardised steps – irrespective of where they are located. As well as driving efficiency, orchestrated and automated workflows for tasks such as managing employee records and documents will help to maintain legal compliance and strengthen HR data security
By integrating HR technology for workplace collaboration, businesses can ensure that remote HR teams follow consistent processes, improving accuracy and employee experience. Additionally, leveraging workplace analytics software can help HR teams measure productivity and identify areas for improvement.
2. Streamline remote onboarding and exits with automated communications
Furthermore, building streamlined hybrid working processes with process orchestration can help to enhance connections and collaboration between HR and remote employees. In the case of onboarding, you can implement simple, automated steps to send welcome information, equipment, and guidance to new starters to ease their entry into the organisation. You could also incorporate regular virtual check-in sessions into onboarding workflows to ensure new starters feel supported
Similarly, automated HR workflows can improve the offboarding process. When departing employees are working off-site, they typically disengage from their role faster than when based in the office, neglecting key tasks such as transferring knowledge to successors.
Building end-to-end exit workflows with process orchestration can help reduce that risk. As soon as notice to leave is received and logged in HR systems, it can trigger the delivery of a series of automated notifications, reminding the departing employee, HR, managers, and successors to discuss the demands of the role, transfer knowledge, and run exit interviews
3. Enhance the remote employee experience with intuitive self-service
In addition, as underlying systems and data are integrated by process orchestration, you can also create a unified platform for employees to access information and interact with HR anytime, anywhere
On one level, this could allow remote employees to log in and download payslips, book holidays, consult a knowledge bank for information on corporate policies, and raise tickets with HR on admin issues. Or, by including messaging from corporate leaders in the portal, you can ensure employees understand how their work fits into the bigger picture, helping to boost employee engagement.
Beyond this, using process orchestration to integrate performance and learning management systems with a central portal can enhance the employee experience technology further. With just a few clicks, remote employees can access everything from feedback reviews and online professional development courses, while HR can post regular surveys to gauge sentiment and engagement.
The strategic impact of HR process orchestration on hybrid working
Within Ricoh, we combined these three strategies in the development of a new self-service HR platform. It forms a one-stop-shop for all HR issues: employees enjoy 24/7 access and can connect with HR and log into performance reviews and learning systems, while integrated, streamlined processes reduce workloads for HR and enable them to re-direct time and resources towards higher-value activities.
The potential upside of hybrid working is enormous: happier employees, better retention rates, and higher productivity. But realising those benefits depends on strong communications and structured workflows. Process orchestration can help to bridge the gap between HR and remote workers, improving employee experiences, operational efficiency, and wider organisational culture.
Want to learn more on how process orchestration can support flexible, productive hybrid working?
Download our guide and learn more about the benefits of process orchestration and automation.
Jason Spry
Process Automation Portfolio Lead
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